scu crew database - researcher handbook 080116 v0.06

RCC Salesforce Handbook

RESEARCHER

KARLSEN TERMINI

2016

RCC Researcher Handbook 08116 v0.04 – Salesforce 2

Table of Contents

OVERVIEW ...................................................................................................................................... 3 PROJECT MISSION ..........................................................................................................................3 PROJECT ROLES ..............................................................................................................................3 CURRENT DATABASE PLATFORM ....................................................................................................3 DATABASE DEFINITIONS .................................................................................................................3 PROGRAMS USED...........................................................................................................................3 IMPORTANT NOTE .........................................................................................................................4

REQUIRED SKILLS FOR SALESFORCE............................................................................................... 5 GETTING STARTED..........................................................................................................................5

CREATING A NEW CONTACT ........................................................................................................6 MANUAL INPUT .............................................................................................................................8

ACCOUNT FIELD..........................................................................................................................8 OTHER INPUT FIELDS/TEXT BOXES ...............................................................................................9

PICKLISTS ..................................................................................................................................... 10 SINGLE ..................................................................................................................................... 10 MULTI ...................................................................................................................................... 11 Troubleshooting ....................................................................................................................... 12

URL.............................................................................................................................................. 14


OVERVIEW

PROJECT MISSION The purpose of this project is to help connect current rowers and alumni who share common

career interests.

PROJECT ROLES Database Administrator (full access – includes capabilities of researcher)

Ability to create fields

Ability to modify layouts

Ability to create reports

Ability to reset passwords

Ability to assign privileges

Researcher (includes abilities of curator) Ability to create new records

Ability to populate fields

Curator Ability to search records

Ability to print reports

CURRENT DATABASE PLATFORM: http://www.salesforce.com (2016 – Present)

DATABASE DEFINITIONS Field – A field is part of a record and contains a single piece of data for the subject of the

record.

Record – Data is stored in records. A record is composed of fields and contains all the

data about one particular person, company, or item in a database.

o Account – Offers details about company information

o Contact – Contacts are the people associated with Accounts that you market to,

sell to, support, etc. (work primarily in this area for field input)

o

Layout – A general term for how a record is laid out or displayed in a given system.

Report – The formatted result of database queries and contains useful data for decision-

making and analysis.

PROGRAMS USED

Make sure you regularly check/have accounts for the following websites:

http://www.salesforce.com/


(Google Drive - SCU Account)

(LinkedIn – Personal Account)

(Facebook – Personal Account)

(Salesforce – RCC Account)

As a researcher, you will be invited to the following Google Documents: SCU Crew Database – Salesforce Contact Edits

o This will be used for troubleshooting picklists (page 12)

SCU Rowing Alumni Checklist

o This will be used to keep track of completed contacts with fellow researchers.

Before logging into Salesforce, be sure to open up LinkedIn and Facebook in a separate window from Salesforce.

IMPORTANT NOTE Always save your work as you go!!!

o Salesforce does not save work automatically. You must manually save you

progress as you input.


REQUIRED SKILLS FOR SALESFORCE

GETTING STARTED

When working offsite:

If working on a new computer/workspace with a new IP address, Salesforce will require

the user to input a verification code

Verification code will be sent to [email protected] (contact Database Administrator

for code)

Username and passwords are subject to change: Passwords are designed to be easily modified since Salesforce requires a new

password periodically throughout the year

o i.e. within same year: SCURowing0117 → SCURowing0217

o i.e. starting new year: SCURowing0417 → SCURowing0118

Researchers and curators will be responsible for their own accounts with their own

username and password.

o These accounts will have limited access to the database (see PROJECT ROLES

page 3)

Username: [email protected] Password: SCURowing0117

mailto:[email protected]

mailto:[email protected]


CREATING A NEW CONTACT Researchers for the RCC project, will primarily be using the Contact page to populate fields with gathered information regarding the alumni and current rowers in our program.

Clicking on the Contacts button will take you to the Contacts page:

To access Contact records, click on the record delineated by the arrow .

To search for a specific contact, use the search bar at the top of the Salesforce screen

Under View: All Contacts → Go!, you can see all of the uploaded contacts in the RCC Database


Navigating the Contacts record will take you to the layout for data input:

To go to a Contact record, simply

click on the hyperlinked name

Navigate pages of

records to work on designated blocks of

contacts for data input

To create a new contact, simply click on Create New… and select Contact

Once in the record, click Edit to input gathered data


MANUAL INPUT Inputs allow the user to use insert text via typing or copy & pasting. Applies to:

First/Last Name

Account Name

Current Company

Title

Phone #

Email

Years

Work History

Description

Home Town High School

Zip Codes

ACCOUNT FIELD Account Name – this field is for inputting the contact’s current company information as it appears on LinkedIn

Do not worry about inputting Account Name information; this will be a separate

researcher assignment

If company is not currently listed, click on New and just enter the full company name (use

abbreviated Inc., LLC where appropriate)

Click on magnifying glass to the right of Account Name to bring out a pop out menu

Select the company where the contact currently works


If a contact’s status is not consistent with the provided Account Name list, use the following

placeholders:

Contact Status Account Name Placeholder Unemployed NOEMPLOYER

Current SCU Rower CURRENTROWER

Unknown company FINDEMPLOYER

OTHER INPUT FIELDS/TEXT BOXES All other input fields require a simple copy/paste or manual input into the field.

Information is obtained from:

o LinkedIn

o Facebook

o Google

o Phone Call/Interview

Field was Copy & Pasted from the LinkedIn Experience section


PICKLISTS Picklists allow the user to choose the best fitting option from a provided list. Picklists make it easier to organize contacts and generate reports.

SINGLE Applies to:

Current Occupations

Current Industries

Home Town Region

Home Town State

Navigate a Single Picklist clicking on the drop down arrow.


In this case, select the Current Occupation picklist:

*See Troubleshooting on page 13

Single Picklist should display as it does here in Current Occupation

Select the best fitting option from the drop down list*


MULTI

Applies to: Past Occupations

Past Industries

Studies

Schools

After selecting the highlighted option to add to the Chosen field, click on the right arrow

Repeating the above process displays multiple picks

Pick as many options that apply by selecting the right arrow to

move options from the Available list to the displayed Chosen field*


Troubleshooting

If the best option is not offered in the Single or Multi picklists, use the Google Doc “SCU Crew

Database - Salesforce Contact Edits” and follow the template instructions to offer amendments/edits to the picklists.

Once the amendments have been made, the Database Administrator (DA) will go back and

evaluate the picklists with the suggested corrections.

It is the researcher’s job to go back and edit the contact after the DA corrects the picklist. If the DA sees that the suggested correction is already a provided option in the picklist, a

red picklist option will be offered next to the suggested amendment on the GoogleDoc.

If the DA takes the researcher’s suggestion and adds to the picklist, a blue picklist option

will be offered next to the suggested amendment on the Google Doc.

Use the Template to make amendments to

the picklists in question. Paste amendments below the double barred line.


URL A copy and paste field that allows the user to connect and research with the contact outside of the database. Applies to:

Executive Bio Links – obtained from contact’s company

o A brief description

Note:

URL fields often have character limits – when inputting links, make sure to use the

shortest URL address.

Be sure to use this abbreviated link when inputting a LinkedIn address Avoid copy and pasting long

URLs like this one